How to do a safety file?

Creating a Safety File: A DIY Guide and How Griffin Can Assist You

Navigating the complex terrain of occupational health and safety may seem daunting, especially when it comes to compiling a Safety, Health, and Environment (SHE) file. The SHE file, as mandated by the Occupational Health and Safety Act (OHSA), is a critical document designed to ensure both the welfare of employees and compliance with legal requirements. This blog offers a step-by-step guide to creating a SHE file on your own and outlines how Griffin Occupational Health and Safety Solutions can provide assistance when needed.

Step-by-Step Guide to Creating a SHE File

1. Understanding the Requirements: Before starting, familiarize yourself with the necessary elements that should be in a SHE file as per the OHSA. This includes, but is not limited to, company supporting documentation, risk assessments, health and safety plans, policies, registers, appointment letters, and more.
2. Compile Company Supporting Documents: Start by collecting all relevant company documents. This includes your organization’s competencies and training records, insurance documents, and a letter of good standing. Remember to include health records for employees as well.
3. Conduct Risk Assessments: Carry out detailed baseline and task-based risk assessments to identify potential hazards associated with various tasks. Ensure these assessments are recorded meticulously in the SHE file.
4. Develop Health and Safety Plans: These plans should outline your organization’s approach to managing and mitigating health and safety risks. It includes a general safety plan, emergency management plan, incident management plan, and fall protection plan, among others.
5. Formulate Policies: Draft various policies related to health and safety, such as a smoking policy, waste management policy, and drug and alcohol policy.
6. Prepare Method Statements: These are detailed descriptions of how certain tasks must be carried out safely. They help in reducing the risk of injury and should be easily accessible to all employees.
7. Prepare Appointment Letters and Organogram: Define the roles and responsibilities of various personnel in the health and safety structure of your company. An organogram can help illustrate this hierarchy.
8. Maintain Registers: It’s essential to have registers like PPE registers, equipment inspection registers, and so on. These documents track the use, condition, and inspection of safety equipment and facilities.
9. Conduct Toolbox Talks and Inductions: Regular safety training sessions and inductions form an essential part of the company’s safety training protocol. Make sure to keep a record of these sessions and their attendees.
10. Stay Updated with Regulations: Your SHE file should contain up-to-date information about the latest OHS Act regulations, emergency procedures, and other relevant agreements and appointments.

Creating a SHE file can be a complex process, which is where Griffin Occupational Health and Safety Solutions can step in.

How Griffin Can Assist

Griffin provides two primary services to help you with your SHE file needs:

1. DIY SHE File Templates: If you’re confident in your ability to compile the SHE file but could use a little direction, our SHE file templates are perfect. They provide a comprehensive structure for you to fill in, ensuring you don’t miss out on any vital information.
2. Tailor-made SHE Files: If the process seems overwhelming, Griffin can take over completely. We offer bespoke SHE file preparation services, where we design and compile a SHE file tailored to your specific business requirements.

Whether you opt for a DIY approach with our helpful templates or prefer a tailor-made solution from our expert team, Griffin is dedicated to making your health and safety compliance journey as smooth as possible.

For more information or assistance, please contact us at 066 215 4439, email info@grisk.co.za, or visit our website at https://www.grisk.co.za/.

Together, we can create a safe and healthy work environment for your business.